Get to the Point! - More Writing Questions or Misconceptions

Previously in this article, I listed the top 10 questions or misconceptions people have had about writing. Over the last 26 years I've noticed that I tend to hear the same questions, comments, or arguments in almost every class I teach. Here's some more for you to consider.

After a period, do you use one or two spaces? Years ago, we were taught that you insert 2 spaces after the final punctuation mark of a sentence. This was true when we used a typewriter, but things have changed with computers and wordprocessing. As I write this, I am reminded that some readers may never have used a typewriter so I decided to add an image.

All you need today is one space. Your grammar checker is probably flagging the extra space and you've wondered why. Sophisticated software can determine (with some acuracy) if the mark is an end of a sentence and auto adjusts the space to about 1.5 spaces. If you have two spaces, it creates an uncomfortable large gap. Are you wrong with two spaces? No...but don't argue this one at the lunch table; there's too much out there promoting one space.

What words should be capitalized in a heading? In a major heading, the generally accepted format is to use caps on all "major" words. That means that "minor" words, such as "of, at, on, if, and" should be lower case. In second level, or third level headings, the general guideline is to use sentence format, which means a cap only on the first word. If this is the case, I suggest a color or a period after the lower level heading.

Should I use "who" or "whom"? If this confuses you there is a good reason. Like it or not, over time, our language is evolving. In our spoken language, who is often replacing whom, even when it is grammatically correct. For example, when you answer the phone, do you say "To whom do you wish to speak?" or "Who do you want to speak with?" The first way is correct, but it sounds stuffy because we don't hear it that often. (I'm just telling you the way it is; I'm not advocating for either way here!) In writing however, the distinction is still observed and there is one simple rule: Use who to refer to the subject of the sentence and whom to refer to an object of the sentence. (I'll cover subjects and objects in a future article, if necessary.)

SUBJECT: Who provided you with the RFP?

OBJECT: To whom did you present the proposal? or Whom did

get to the point

you present the proposal to? (For those of you howling about ending with a preposition, relax. That too, is evolving and most grammarians now agree it is OK to do so).

Is that or which better to use? It's not a choice of "better," but rather a choice of what you are trying to communicate. If you are adding some information to clarify a point, but is not essential, use which and set it apart with commas. If the information is required to understand the point, use that without any commas.

CORRECT: The field staff require multimeters that are waterproof for the project.

INCORRECT: The field staff require multimeters, which are waterpfoof, for the project.

What's the difference between a dash, parentheses, and

commas? All three of these marks are used to set-off information that adds, explains, or offers a side comment, however, they are not interchangeable. Each has its own relationship to the content. Commas indicate a moderate level of emphasis, parentheses offer a greater level of emphasis and may include a full sentence, and a dash interrupts the contect with an abrupt departure. I recommend avoiding dashes because they seem to lose the connection.

When do I use an S' to indicate a possessive? This is another common cause for grammatical confusion and only occurs when you are working with plural words. If the plural does not end is S, then add 's to show possession as is done with women's rights or media's responsibility. However, if the plural ends in S, then you only add an ' as is done with attorneys' papers or the engineers' report. This means the report belonged tomore than one engineer.

How do I refer to plural numbers? This is related to the above issue but is a bit of a contradiction. According to the MLA and APA style guides, you should not use an apostrophe to indicate a plural of a number or an acronym. The following are correct:

1990s JPEGs PCs

© 2019, RGI Learning Lisa Moretto is the President of RGI Learning, Inc. For 24 years she has helped engineers improve their oral and written communication skills. Visit www.rgilearning.com or call (866) 744-3032 to learn about RGI’s courses.

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